# Vendor Statements: How to Reconcile Every Payment

A statement you never read is a statement you cannot dispute. Make reconciliation a weekly habit.

**Quick answer:** Download your statement, match each line to a delivery you made and a payment you received, and flag differences straight away in the order chat.

## What the statement shows

Each order, the amount, deductions and the net paid.

## The ten-minute routine

Open the statement. Tick each order against your delivery notes. Tick each payout against your M-Pesa or bank record. List differences.

## Raise issues

Use the order chat with the order number, the amount expected and the amount received.

## Keep copies

Save statements monthly. They support your tax records.

## A simple reconciliation sheet

Create a sheet with one row per order and these columns: order number, delivery date, amount expected, amount paid, date paid, difference and notes. Fill it once a week. Differences become visible immediately and you can raise them while the facts are fresh.

## Why this protects you

If you ever need to prove your income for a loan, tax filing or a dispute, your reconciled records are your evidence. Suppliers with tidy records are taken more seriously by banks, buyers and tax authorities.

## What to do when numbers differ

Check your own records first. Check the order for quantity changes or returns. Check the fee deduction. If still unexplained, write in the order chat with the order number and both amounts. Keep the reply.

## Make month-end easy

At the end of each month, total your payouts, total your delivery notes and compare. Save the statement and your reconciliation as a pair. Doing this monthly takes less time than finding lost records at the end of the year.

## A typical scenario

A vendor spots a missing payout on Friday, raises it in the chat with the order number and has it resolved. Illustrative example based on common cases, not a named vendor.

## Common mistakes

Never reading statements. No delivery notes. Waiting months to raise issues.

## Quick checklist

Weekly check. Match lines. Raise differences.

## FAQ

**How far back can I see?** Your dashboard shows your history.

**Can I export?** Use the options on the statements page.

**Who do I contact?** Qyvea through the order chat.

**Why is net lower than the price?** The provider's fee is deducted, shown on the statement.

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